Franklin/Medway Library Collaboration Report

May 4, 2010

The Medway and Franklin libraries stand to gain many advantages from a collaborative Library
System. This would: 1) transform current business practices, 2) consolidate our buying power and
effectively manage our human resources, 3) improve quality, 4) maximize strengths for greater
efficiency, 5) enhance and expand services, 6) use new technology wisely, 7) control cost, and
stabilize funding. By integrating services a collaborative Library would deliver greater value,
streamline functions, create lean processes and operations, and simplify access to these services.

Many existing factors make Franklin and Medway a good fit for such a venture.
The technology infrastructure and delivery systems critical for the success of such an
undertaking are already in place from both the Minuteman Library Network and the
Massachusetts Board of Library Commissioners (MBLC). We reap the enormous benefits
without having to deal with the complexities of managing, maintaining or updating.

Medway and Franklin are using the same hardware platform and library application software
(Core library functions, Cataloging, Circulation, Acquisitions, etc)

Franklin and Medway libraries are on the same delivery route.

Proximity.

A neighborly atmosphere already exists between the two communities and residents use both
facilities heavily. For example, a third of all Franklin program participants are from Medway.
Also, the Aquarium, Providence Zoo, Providence Childrens Museum, Science Museum, Davis
Farmland, and Boston by Foot passes are heavily used by Medway patrons. Also, Medway
residents now have access to collections that cannot be accessed through Minuteman
(Franklins new DVD collection, Speed Read collection).

This presents a unique opportunity for Franklin and Medway to offer a different template for
cooperation. Many are enthusiastic about the concept of a collaborative Library and shared
services. This idea is long overdue. More libraries in the State are interested and looking to this
as a blueprint.

Grant Administration Franklin is experienced in writing and administering small grants. The
Town of Medway has a grant writer a very useful resource for larger grants.

A bigger pool of experienced staff - more robust staff

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 The libraries resources and services would be expanded, while unnecessary duplication of
resources and services would be eliminated. Money is always saved when redundancies are
eliminated. A collaborative Library would provide an excellent opportunity to harness our
collective strengths to support broader and more diverse services.

Facilities
Medway and Franklin both have very beautiful and functional facilities. One has a compelling
history and the other has a layout suited for the maximum delivery of services. Medway has a
dedicated teen space; Franklin is in the process of creating one. Franklin has a Teen Advisory
Board, Programs for Young Adults, and experience writing and administering grants for Young
Adults. Medway does not.

Franklin has outstanding Municipal support systems.

The Facilities Department currently is in charge of custodial services and maintenance of the
two library buildings. The Information Systems Department oversees all technology at the
Franklin Library, is familiar with the Minuteman Library Network set up, and works closely with
the staff at Minuteman to implement new technologies. The Purchasing Department uses the
leveraging power of the entire Town (Schools & municipal depts.) to obtain competitive prices
for supplies such as furniture, shelving, photocopiers and other equipment not included in
cooperative purchasing offered through the State.

Library expenditures would be streamlined and vendor licenses could be shared at a lower
cost. A bigger organization would drive a better deal. Although cooperative purchasing is
available through the Massachusetts Regional Library Systems Materials and Supply
Cooperative, the collaborative Library could use its leveraged buying power to negotiate lower
costs for databases and other resources not provided through Minuteman or the State.

Beyond just cost savings, the delivery of the most relevant services and the quality of these
services could be improved. Most importantly, a consolidated institution can support a wider
range of services, and a higher degree of staff specialization. Greater specialization leads to
performance improvements, higher quality, and more innovation.

The development and implementation of best practices, standardization of library processes

between the two libraries, job descriptions that are clear and robust, the implementation of
customer service standards and technology competencies are vital and essential components
of quality library services. Standardization of system - wide policies and procedures is
underway at Minuteman to ensure commonality in circulation & loan policies, cataloging
practices, and coordinated acquisitions.

Minuteman is looking into contracting directly with materials vendors to do full cataloging.
Midwest Tapes has been selected to test for DVDs, Music CDs, and Audio-CDs/Books. If this
goes well, book vendors will be added at considerable savings to both institutions. Well be

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 able to reassess and redeploy staffing for maximum efficiency. Possible savings to both
towns, e.g. through attrition, would be at least $70,000 (35,000each)

Municipal Appropriation Requirement (MAR) (Budget average of the last three years + 2.5%)
The economic downturn and financial woes across the Nation present an excellent opportunity for
starting anew. The Massachusetts Board of Library Commissioners has not gone unscathed. It has
consolidated the six regions into one.

Library Profile & Savings

Services Franklin Medway

Population 31,381 12,749
1. Hours Open 52hrs/Week 32hrs/Week
Open Holiday Saturdays, and Closed Saturdays of Holiday
Saturdays in the Summer weekends and Saturdays in the
Summer

2. Staffing 10.9 FTE 4.3FTE

3. Departments
3.1 Circulation Yes Yes
3.2 Reference Yes Yes
3.3 Young Adult Yes Yes
3.4 Childrens Yes Yes
3.5 Technical Services Yes Yes
3.6 Inter-Library Loan Yes Combined with Circulation
3.7 Substitutes Yes (5) None
3.8 Pages Yes ( 2) None
4. Department Heads
4.1 Circulation Manager Yes Yes
4.2 Reference Librarian Yes None
4.3 Young Adult Librarian Yes None
4.4 Childrens Librarian Yes None
4.5 Head of Technical Yes Yes
Services
4.6 Inter-Library Loan Yes None
Librarian

5. Collections
5.1 Books 75,940 57,549
5.2 Audio Books 4,623 1,722

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 Franklin Medway
5.3 Magazines/Newspapers 196 75
5.41 DVDs 5,466 1,710
5.42 Video Cassettes 2,308 1,503
5.5 Music CDs 3,495 1,827
5.61 Games (video
games, Wii, Nintendo, Play
station 2 & 3, PSP, Xbox 360 ) 622 None
5.62 Computer games 201 (dying collection) 99
on CD ROM
5.7 Playaways 232 None
5.8 Literacy 768 2
5.91 Databases 12 6
5.92 Reference Collection 5,747 2,990
5.593 Museum Passes 19 5
Total Collection 99,732 67,567

6. Circulation
Monthly Circulation FY09 31,308 per month FY09 (375,692) 9,600 per month in FY09 (115,196)
Monthly Circulation FY10 30,999 per month FY10 (278,994) 9,541per month FY10 (85,873)

7. Programs
7.1 Children
7.2 Young Adults
7.3 Adults
7.4 Tours(Library Orientation
for students kindergarten
through high school)
Five regularly scheduled weekly One story and Craft for 12 weeks.
story & craft programs
Science Wednesdays
12 special programs
20 Summer Reading Programs
A very active and engaged Teen
Advisory Board. Meets monthly. 2 family programs
Conducts two monthly story time
programs. 5 Special programs Summer Reading
10 summer programs.
Over 15 adult programs annually.
Town wide reading program
One Book, One Community.
Expanded this year to include the
community of Medway.
Yes No

8. Public Service Computers 25 11

9. Self Check Workstations 2 None

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Duplication of services Franklin Medway
10.Minuteman Meetings
Directors 4 per year Yes (4hrs) $480 Yes (3hrs) $ 335
Circulation Managers - 4 Yes (4hrs) $432 Yes( 4hrs) $323
Assistant Directors - 4 Yes (4hrs) $480 Yes (4hrs) $447
11. Workshops/Conferences Franklin Medway
Technical Services - 4 Yes (4hrs) $432 Yes (4hrs) $323
Mileage $432 $422
A) Total (10 + 11) $ 2,256 $ 1,850
12.Other:
Collection Development 468 hrs per year = $10,780 156 hrs per year = $4,354
Total ( Total + 12.) $ 13,036 $ 6,204
Web site Yes Yes
Movie License Yes No
Movie equipment projector Yes Yes
& screen
Savings to Medway ($6,000)
Ellison machine Yes Yes
Ellison dies Yes Yes
(Ellison hand operated
portable die cutting equipment
and dies for educational and
crafts applications. Machine
cuts through several layers.
Incredible time saving device.
Franklin Public Library and the
Metrowest Regional office in
Waltham are the only two
locations with the latest
version Ellison machine.

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Community Feedback What we learned & Future Opportunities
A community survey administered in January with a follow-up in March/April yielded areas of
strengths and weaknesses, and provided abundant opportunities on which both libraries could
capitalize. Medway residents want more of everything hours, collections, museum passes,
programs including school visits, better marketing of resources and partnerships.

In analyzing survey data, the following themes emerged:

Value
The community as a whole places a strong value on the library and gives the staff high marks for a
cheerful and welcoming environment.

Collections
With a collaborative system, Franklin and Medway will be able to share collections as efficiently as
larger communities, and materials expenditure can be greatly enhanced for the benefit of both
communities.

Survey data show that Medway Library patrons are very pleased with the ability to get books from
other libraries. Though satisfied with the current selection of adult and childrens books, they would
like the collection of new books, DVDs, childrens materials, audio CDs, science, math and sports
increased and updated.

For Young Adults, the problem was more acute. They like the library but find the Young Adult
collection mostly out of date. A majority of students who responded to the survey visit the library to
borrow books for pleasure reading and for homework. Research has shown that quality fiction
sustains the habit and enjoyment of reading for pleasure, enriches students cultural and emotional
growth, and is consistently related to academic achievement. It is critical that we put books in the
hands of young people. We can accomplish this by mobilizing and promoting our physical
collections more effectively across a much wider audience of users. It would reduce the wait for
interlibrary loan and make a significant difference to their learning outcomes and life.
Franklin routinely acquires ten to fifteen copies of materials in high demand, with a Speed Read
Collection to acknowledge the prevalence of speed readers. Medway adds one new item. Greater
operational efficiencies can be achieved by managing these resources as a shared asset. A shared
collection would enable us to realize cost savings, move multiple copies around in a more efficient
manner, ensure easier access to the physical collections, and expand the reach of local collections
and services.

Video games, Wii, Nintendo, Play Station, PSP and Xbox 360 bring the young, their parents, and
young adults into the library in droves. In addition, the Disc cleaner and repair machine saves
Franklin over $10,000 annually in replacement costs of music CDs, Audio CDs, DVDs and games.
Medway can enjoy additional savings without upgrading their machine.

Databases
In addition to the savings obtained through Minuteman, Regional cooperatives and Reference
Committee, Medway/Franklin stand to gain even more. Two - for -one deals and deep discounts
are commonplace in the library world. For instance, Medway and Holliston enjoy such a deal on a

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database at savings of $797 to Medway. Learning Library, a database full of tests from SATs to
professional exams, will give a discount to both libraries. To get a similar kind of discount, the
Assistant Director of Medway is coordinating a deal with Newstand Portal (local newspaper
database complete with Obituaries) on behalf of Holliston, Medway and Franklin.

Promoting our online resources remains an area of weakness for both communities. Statistics
show database use by teens and adults in both communities is low. Only 6% of the youth in
Medway take advantage of databases. Databases contain a treasure trove of information for all
and are especially convenient for the busy student laden with after school activities. In-person
interviews with high schoolers in Franklin revealed that the schools have done an excellent job in
providing academic databases, a computer lab and scheduled time with technicians to help after
school. The development of a comprehensive marketing plan is underway in Franklin to effectively
market the library, its resources and services. This plan would employ a wide array of media from
print and online sources - website, social media, e-mail. A joint effort would save both institutions
time and cost and put the vast resources of both institutions a single click away from patrons.

Programs
The lack of programming in Medway was bemoaned across the board: childrens, teen and adult.
Movie nights would bring 79% of the teens who responded to the survey into the library. Getting
youth involved in the library should be a top goal. The good news is that the programming
expertise and equipment needed to deliver a myriad of programs currently exists in both libraries.
The varying degrees of capabilities in developing and implementing programs for all ages if
combined would save hours of preparation, eliminate duplication of effort, and introduce many new
programs. For example, planning and themes for all arts and craft programs can be done in
September and administered seamlessly in both institutions throughout the year. At the very least,
four weekly planning hours would be saved in prep time for just this program alone, and Medway
could make this a year round event instead of the twelve weeks it now offers. Furthermore,
Franklins programming arsenal includes 5 weekly childrens programs, science Wednesdays,
cultural enrichment programs, summer learning programs, kids book groups, and much more.
Also, 15 to 30 minute story times have been designed for presentation by any staff to tour groups
and offsite locations as requested. These programs are robust and could be re-evaluated and
expanded to benefit both communities.

Gaming
A proven way to keep kids learning, and to get kids excited about learning is to make learning fun.
The library plays a role from providing reading books, singing songs, playing games, listening to
stories, taking trips, learning about other worlds, and all kinds of other fun activities. Gaming adds
to this rich menu. Gaming in libraries provides kids with a safe and non- commercialized space. It
gives them a chance to learn, practice reading, computing, develop strategies, problem solving,
manage resources, adapt to increasingly difficult levels and much more. Gaming has grown into
community events involving all ages, from the very young to seniors. It has become a national
event promoted by the American Library Association with an annual National Gaming Day @ your
Library event in which libraries across the country participate in the largest simultaneous national
video game tournament. Medway has never yet participated. Preparations by Franklins Young
Adult Librarian for a $20,000 gaming grant for the community are in place for FY2011. In addition
to getting teenagers and younger kids working together, Franklin library is planning to use the

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gaming console to expand the librarys programming reach i.e. day care centers, senior center and
more. This grant can be amended easily to include the Medway community.

Franklin already owns a movie license and updated equipment so there will be no need for
Medway to duplicate this purchase. It also saves money because movies can be downloaded and
shown without having to buy extra copies. Franklin has developed expertise in this area over the
years. Finding the right mix for the different groups requires a great investment in time. The choice
of the movie and time of event must be tailored for each audience. In discussions with the parents,
teens, adults and seniors, we found out that all groups considered movies a great idea and would
attend; but that was where the similarities ended. For parents with kids in grade school, 3:30pm
was ideal; for teens, movie nights meant pizza nights at 7pm on Friday nights. And attendance was
even better on the day of release. For seniors, oldies the feel good movies of the Twenties to the
Sixties - or war-movies would do the trick, and even then the program must be offered during the
day.

Teen Advisory Board

Franklins Teen Advisory Board has taught us many valuable lessons. They are a very active,
dedicated and resourceful group, full of new and refreshing ideas. They form a reliable volunteer
base for all library programs. Their input in collection development and evaluation has resulted in a
collection that is both current and relevant, and their programming ideas have been vital in
reaching grades 6-12. They are very thankful for having a voice in library matters. This gratitude is
visible in the number of programs they recommend, plan and administer, and in pointing the library
to funding sources beyond the traditional ones. The library has just completed a $10,000 grant for
teen space brought to its attention by a member of this group.

In addition to running special programs Halloween, Holiday, and summer -- the Board members
are irrefutable proof that high and middle school students can make excellent volunteers. Big to
Small, a reading project designed and administered twice a month by this group, trains
preschoolers on how to read simple books. This program is meeting with great success. The
younger children enjoy the reading sessions and are excited about the attention they receive. The
plan is to expand the program by tapping avid readers in the elementary grades, tutors, and
homework helpers. Also, as our high schools and a growing number of community organizations
make volunteering a requirement, we will be better positioned to present together a high quality,
centralized group and an exceptional array of activity choices to pick from.
Benefits Franklins Youth Services Librarian has twenty years of experience. A joint Teen
Advisory Board would collaborate on decision making for meetings and programs. This would
provide enhanced services in collections and programs without the part time personnel cost to
Medway of $18,000.

Performers present another excellent beneficial channel for both institutions. Many performers
offer significant discounts if two programs are scheduled on the same day even in adjourning
towns. Discounts of 50% -75% were quoted in discussions with a few artists (music, painting,
childrens program). This could work well, especially in the summer.

Museum passes program

Museum passes offer memorable trips, culture, education, fun, and cost-effective vacations for
families and their guests. Their popularity is reflected in the circulation numbers and increasing

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requests for more passes. Franklin and Medway have 24 passes between them (Franklin19,
Medway 5) which isnt enough to meet demand. Several museums offer further discounts on
multiple passes.

Expanded Outreach
The library should engage children, youth and young adults, men, and seniors, targeting additional
services to them. The Teen Advisory Board is a good start in that direction. We could also build on
Franklins experience in working with the schools. Franklins Young Adult and Childrens Librarians
participate in many school activities throughout the year. These include school open houses,
attending school administration meetings, workshops on the use of librarys electronic resources at
both the library and the schools, and actively collaborating with the schools in promoting summer
reading programs. Partnerships with the Moms Club have been beneficial in valuable
programming recommendations and annual funding for special programs and collection
development. Working closely with parents has taught us the meaning of convenience and other
factors to consider (work schedules, day-care schedules, and extra curricular activities) in making
programs more accessible and convenient for them.

Partnerships with other municipal departments continue to grow in wonderfully enriching ways.
Franklins DPW hosts the Friends book sales and helps bring in the crowds with a Touch a Truck
and refreshments. Plans to include the Franklin Historical Museum tours and other departments, i.e
fire department, to help boost book sale are being explored.

The book discussion groups are another facet of the community that has benefited tremendously
from Franklin Librarys outreach services. Book discussions promote literacy, recreation, and life
long learning. This service started two years ago with six book groups and has now grown to
twenty-two ranging from mother-daughter to many neighborhoods. The Childrens room serves
three standing book groups and many summer book discussions groups. It takes an inordinate
amount of time to set up but the benefits are far reaching. Library services to book discussion
groups include reading guides, purchasing multiple copies of books, and interlibrary loan.
Medways book groups took a hit when Medway, lost its certification. Franklins expertise can help
Medway rebuild and expand book group outreach.

Develop Partnerships/alternative funding solutions

As patron demand increases, so does the pressure on library budgets. The vast majority of survey
respondents would like the library to show more imagination. Over half would like to see more
creativity, innovation and consideration given to alternative funding solutions.

Library Hours
Residents of both communities would like more hours. Currently both institutions offer more hours
than the minimum compliance dictates. If combined, a more efficient schedule would mean more
convenient hours for all residents, and greater access to both facilities and resources, to the great
delight of all. Although Franklin is currently closed on Fridays, it will reopen on Fridays come July
1st 2010 because of repeated requests from patrons. Re-evaluation and re- scheduling of staff
allows us to provide this added benefit to the community.

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Joint population for both communities 44,130 (Massachusetts Municipal Profiles 2009)
The Minimum Hours Open Requirement for municipalities with a population size of 25,000 - 49,999
is 47.20hrs per week and 50.40hrs for municipalities over 50,000. This is significant because a
joint Franklin/Medway Regional Library system will exceed full compliance (59hrs) and receive
rewards from the Massachusetts Board of Library Commissioners for doing so.

Massachusetts Board of Library Commissioners

Hours Open Requirement
Population Full Mid-Level Minimum
Group Compliance(100%) Compliance(90%) Compliance(80%)
Under 2,000 10.00 9.00 8.00
2-4,999 15.00 13.50 12.00
5-9,999 25.00 22.50 20.00
10-14,999 40.00 36.00 32.00
15-24,999 50.00 45.00 40.00
25-49,999 59.00 53.10 47.20
over 50,000 63.00 56.70 50.40

Initial Approval of Policy: April 3, 2003

FY2011 Approval Date: October 1, 2009

Role of Computers
Huge savings result from reusing machines and machine parts. Teens would like their space
designed with all of their needs in mind including computers, game consoles, the collection and
more. This would be an excellent grant opportunity.

Professional staff/experience
We stand to benefit by eliminating workshop duplication, thereby expanding the number of different
workshops that staff members can attend. We will create opportunities for staff of both libraries to
share this information. Such opportunities will be helpful in bringing together staff members that
have had little or no previous contact, and will foster the spirit of cooperation on projects and
programs.

Currently, Franklin has 5 experienced substitutes that can be easily deployed. Sharing these would
allow Medway to reschedule staff, open more hours, and save money by using substitutes instead
of library assistants to cover absences.

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Overcoming Challenges
In discussions with innovative libraries and from research on national trends in library services, we
have learned that there are different approaches to sharing services. Regional Libraries with two or
more communities produce stronger, more stable and sustainable institutions.

Getting the key parties to agree. Continued discussion would help create a shared vision.
Guard against festering resentment. Develop an action plan to achieve the vision and
continually assess progress towards that vision.
Guard against unrealistic expectations. ( For instance, cost savings in enhanced and
expanded services can not always be quantified)
Board Governance. We should investigate creative ways to best serve the needs of both
communities. A three board system consisting of two community boards and a new six
member Regional Board comprising members of the two community boards could be a
viable option. (The Chastatee Regional Library model)
Fundraising. A foundation devoted to fundraising and accountable to the Regional Board
could be a very effective means of generating additional funding.
Two Unions. For the Town Administrators to resolve.

Savings
If we work together as one towards the goal of collaboration we will enjoy estimated savings of
$100,000 and more over what Medway would spend expanding services on their own.
Examples include:
Workshops, Meetings and Staff development
Huge benefits in cross-training
Meetings eliminate duplication $2,000
Collection Development $10,000
Technical Services $35,000
Web site
Movie License and Equipment $6,000
Childrens Librarian Part-time $18,000
Young Adult Librarian $18,000
Databases $2,000
Programming (Artist) $3,000
GRANTS $20,000

Going Forward FY2011

Creating a vision, steps to achieving the vision and a library foundation are logical next steps.

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